Deal Processor

Job Overview

The Deal Processor/Poster is responsible for processing and posting vehicle wholesale, purchase, dealer trade, and buyback transactions while providing exceptional internal customer service. This role serves as a key point of contact for accounting-related inquiries and ensures transactions are processed accurately, timely, and in compliance with established procedures. Strong organizational skills, attention to detail, and the ability to manage multiple priorities are essential for success.

Daily Responsibilities

• Monitor and respond to emails, voicemails, missed calls, and internal requests throughout the day, ensuring all inquiries receive a response within 24 hours.
• Review shared email inboxes and bank reconciliation communications for transactions or issues requiring action.
• Respond to auction, wholesale, and buyback inquiries.
• Create and maintain transaction files for wholesale, purchase, dealer trade, and buyback activity.
• Process and post auction purchases, private-party purchases, wholesales, and dealer trades.
• Process vehicle payoffs using live checks and electronic funds transfers (EFTs) through manufacturer and lender online portals.
• Verify title documentation for completeness and accuracy before forwarding to the Title Department.
• Prepare and endorse titles and Manufacturer's Statements of Origin (MSOs) for wholesale and dealer trade transactions.
• Maintain tracking logs for purchases, wholesales, dealer trades, and outstanding documentation.

Ongoing Responsibilities

• Communicate with dealerships, buyers, and internal teams to obtain missing documentation and resolve transaction discrepancies.
• Follow up on outstanding mileage issues and ensure vehicles are entered into the dealership management system for processing.
• Match incoming dealer trade documentation with transaction files.
• Process and receipt wholesale, auction, and dealer trade payments.
• Coordinate with auctions to resolve title, buyback, and wholesale issues.
• Provide backup front desk coverage as needed.
• Cross-train and provide support for other accounting team members during absences.
• Process retired fleet/TRAC units, including payoffs and transaction posting.

Weekly Responsibilities

• Follow up on aged transactions and document progress.
• Contact dealerships regarding dealer trades that remain outstanding beyond established timelines.
• Follow up with auction partners regarding unresolved title and buyback issues.

Monthly Responsibilities

• Audit buyback transactions to verify title receipt.
• Prepare completed purchase, wholesale, and dealer trade files for archival.
• Review and resolve outstanding dealer trades, wholesales, and purchase transactions.
• Assist with floorplan reconciliation and investigate discrepancies.
• Complete monthly vehicle inventory counts for assigned entities.
• Prepare assigned month-end accounting reports and supplemental schedules.